Annual Leave 

Number:

3.2.6 (printable version)

Policy/Operational Procedure Name:

Annual Leave

Sponsor:

Kathy McKinley
Executive Director, Human Resources

Tina B. Ruff
Chief of Staff, Office of the President (Revision)

Custodian:

Human Resources

Effective Date:

June 11, 2013; November 28, 2017 (Revision); March 1, 2019 (Revision)

Next Review Date:

2019-2020

Location:

durhamtech.edu/policies-and-procedures/annual-leave

Citation:

1C SBCCC 200.94

 

Policy Statement

Eligible Durham Technical Community College employees earn annual leave based on their years of aggregate State of North Carolina service in accordance with North Carolina Office of State Human Resources policy.

Procedure

Eligible employees earn annual leave if they are working or on paid leave for one-half or more of the regularly scheduled work days in any month. The annual leave rate is based on the length of aggregate state service. Employees working thirty (30) or more, but less than forty (40) hours per week earn annual leave on a prorated basis; the annual leave is computed based on a percentage of the total amount of annual leave earned by regular full-time employees who work thirty-nine (39) hours or more per week.

Regular full-time employees earn annual leave as follows:

Years of Aggregate State Service 

Hours Earned Monthly

Hours Earned Annually

Days Earned Annually

Less than 5 years

9.33

112

14

5 but less than 10 years

11.33

136

17

10 but less than 15 years

13.33

160

20

15 but less than 20 years

15.33

184

23

20 years or more

17.33

208

26


Exception: Annual leave shall not be cumulative for more than two hundred and forty (240) hours. Effective December 31, 1993, any employee who, as of June 30 of each year, has annual leave in excess of the allowed accumulation of thirty (30) days or two hundred and forty (240) hours shall have that leave converted to sick leave.

Annual leave is to be used at the request of the employee as approved by the supervisor and should be requested within a time frame that allows for coverage of the absent employee's duties and responsibilities. Time requested and taken must follow supervisory channels and be recorded in the Employee Leave System. Leave time may be recorded in quarter-hour increments.

Employee leave requests must be based on an employee’s scheduled hours for the day(s) leave is requested. For example, an employee scheduled to work ten (10) hours on Monday and six 6) hours on Tuesday should report ten (10) hours of leave for Monday and six (6) hours of leave for Tuesday.

Employees working off site are still considered to be on duty; if they need to take annual leave during off-site work days, they only need to report as leave the actual time taken away from completing work tasks. For example, if an employee is working from home and needs to take his/her car in for service, only the time needed for the appointment has to be taken and reported as annual leave.

Employees must exhaust all annual and bonus leave before they can take “Leave without Pay.” Employees may go up to forty (40) hours in the negative in their leave bank without taking leave without pay. Having a 40-hour negative balance is not to be an ongoing practice and cannot be carried forward to the next fiscal year.

Upon termination of employment, an employee will be paid for any accumulated annual leave not to exceed two hundred and forty (240) hours. Payment for annual leave will be made on the regular payroll of the month immediately following separation. Lump sum payments for annual leave are made only at the time of employment termination. Accumulated annual leave may be transferable to another state institution or agency if that agency agrees to take the leave.

From the date of an employee's resignation to the date of separation, he or she may be ineligible to use annual leave unless approved by the president.

Adverse Conditions

The College may, at times, be affected by adverse conditions such as inclement weather and emergencies. If the College is open, employees should report to work, if possible. Employees unable to report to work when the College is open should immediately consult their supervisor for additional information and to discuss options for missed time. When the College is open, missed time shall be reported as annual leave. If the College and/or the employee’s primary College work location is closed, the employee does not need to report time missed.

Definition

For the purposes of this policy, eligible employees are permanent full-time employees who work thirty (30) or more hours per week.